This article will teach the person in the Admin Review and Approve Workflow role to add Payable Invoice details such as Business Unit, Workflow, Invoice Number, Expense Period, and GL Coding.
- From the Accounting menu, click Accounts Payable.
- From the Accounts Payable page, ensure the applicable accounting company is selected in the drop-down list at the upper-right corner of the page.
- From the Accounts Payable page, click the Invoice# that you desire to add Payable Invoice details/distributions to.
- From the Edit A/P Invoice page, navigate to the Primary Information section and complete the fields presented:
| Field | Explanation |
|---|---|
| Company | Select the appropriate company. |
| Vendor |
Enter and select the vendor. Note that you can search by starting to type the vendor's name or keyword. Note: See the Adding a Vendor to a Property article if the vendor has not been previously set up. |
| Workflow |
Select the appropriate Payable Invoice approval workflow. Staff users will be able to do the following, depending upon their selected role(s): Admin Review and Approve - Void Payable Invoices, add Payable Invoice details, comments, distributions (GL coding) and attachments. All other Roles, such as Manager, Staff Accountant or Controller Review and Approve - Review, comment, bounce, and approve Payable Invoices. |
| Invoice Number | Enter the Payable Invoice number. |
| Invoice Amount | Enter the Payable Invoice amount (in dollars). |
| Invoice Date | Select or enter (MM/DD/YYYY) the date for the Payable Invoice. |
| Due Date | Select or enter (MM/DD/YYYY) the date the Payable Invoice is due on. |
| Service Start | If applicable, select or enter (MM/DD/YYYY) the date the service began. |
| Service End | If applicable, select or enter (MM/DD/YYYY) the date the service completed. |
| PO # | If applicable, select a Purchase Order Number to attach to the Payable Invoice. |
| WO Number | If applicable, enter the Work Order Number associated with this invoice. |
| Customer Number | If applicable, enter the Customer Number. |
| Is Urgent? |
Select Yes to mark this invoice as urgent. Note: Marking an invoice as urgent moves the Payable Invoice to the top of the list on each approver's My Invoices tab of the Accounts Payable page and is particularly useful for those with quick turnaround times, such as utility bills. Urgent Payable Invoices are indicated by a red exclamation point next to the Status field on the Accounts Payable page. |
| Separate Check |
Select Yes if you wish to pay this vendor with a separate check. Note: By default, WorkSpace will combine multiple Payable Invoice payments to the same vendor into one check. |
| Memo | Enter a brief description (30 characters max) of the Payable Invoice. |
| Payment Remarks | Enter any additional remarks about the payment. |
- Navigate to the Invoice Distributions section and complete the fields presented:
| Field | Explanation |
|---|---|
| Choose an auto-split |
If applicable, select the appropriate allocation auto-split. Note: If your property has allocations that are used on a recurring basis, please submit a support ticket to request for an auto-split to be set up. |
| Business Unit |
Select the appropriate Business Unit. Note that you can search by starting to type the company's name or a portion thereof. Note: If the Payable Invoice will be paid by more than one Business Unit, select the Primary Business Unit. |
| Budget Code | Select the appropriate Budget Code. |
| GL Code | Select the appropriate GL Code. Note that you can search by starting to type the GL code's description or a portion thereof. |
| Job Code | Select the appropriate Job Code. |
| % |
Enter the Distribution percentage. Note: After entering the Distribution percentage, the Amount field will automatically generate the Distribution amount (in dollars). |
| Amount | Enter the Distribution amount (in dollars). |
| X | If applicable, clicking this will remove the Distribution. |
- Click Add another distribution and repeat the above steps until the full amount of the Payable Invoice is distributed.
- Click Save.
- You have now added Payable Invoice details and Distributions to the Payable Invoice.